Category: Data Management

Maine Schools Update: Required Reporting Open 5/1 – 6/15

The NEO Maine Schools Update form is required by all public school units and private schools to inform the Maine Department of Education of school and district contact information, changes in grade spans, and other SAU and school related information.

Changes:

  • Report will open May 1 and close June 15
  • Update any information for the District. All fields with the exception of Administrative Office Fax are required. PO Boxes will not be accepted in the “Physical Address” box. Mailing address is needed only if different from Physical address. Check the box to confirm that all SAU information has been reviewed before moving on to individual schools information.
  • The Cost Center information that has been added to Maine Schools references the three digit code that the business office uses in the financial system to assign building level costs. Each building will have at least one Cost Center, but may have two codes if the building has a combination of PreK-8 grade students and 9-12 grade students. PreK-8 grade will have a range of 010 through 290, and 9-12 grades will have a code in the range of 300 through 380. CTE Centers will have a Cost Center of 390. If school districts operate an alternative education program where they need to enter the building those will use a cost center in the range of 500 through 590. The cost center report can be downloaded here: http://www.maine.gov/education/data/handbook/codereport.htm
  • Student information system – enter the system you use to upload data to the state.  **This is important ** we need your correct SIS vendor information for training and communication with the vendor**
  • If a school offers All-day K or Alternative Education, please indicate.

To log in:  https://neo.maine.gov/DOE/neo

Click on Maine Schools (if you do not see this option on your menu, and are a superintendent, technical coordinator, or administrative assistant, please contact the MEDMS Helpdesk at MEDMS.Helpdesk@maine.gov or 207-624-6896.

Maine DOE Reporting Calendar replaced by new Data, Collections & Reporting (DC&R) System

As a reminder, as of April 1st the Maine Department of Education has officially replaced the Maine DOE Reporting Calendar with the Data, Collections & Reporting (DC&R) DC&R calendar in NEO.  This module will be a one-stop shop for all organizations to go to see what report is required and when, and to get the most up to date version of a form.

Maine DOE Staff have been submitting reports to be loaded to the module with information on when the report is due, instructions and links for completing the reports, as well as contact information from within the Department.  Districts and the public can now see reports that are due and past due, if applicable.  There is an indicator as to whether or not submitting the report has an impact on funding as well as a tab for “As Needed” reports, such as IEP forms, etc. where districts can have access to the most up to date forms they need in one place.  The Helpdesk is currently in process of loading all Department reports.  Going forward, Districts will only be required to complete reports that are in DC&R.

 For more information contact the Data Systems Helpdesk at (207) 624-6896 or medms.helpdesk@maine.gov.

Maine DOE Data Helpdesk Survey

The Maine Department of Education Data Helpdesk Team is here to assist you with access to your NEO, Infinite Campus and coming soon, Edupoint systems.  We can offer general guidance on individual models within the applications.  If you have called our helpdesk in the past or make a call to us in the future, please help us by taking a few minutes to tell us about the service that you have received. We appreciate your time and want to make sure we meet your expectations.   click here to take the survey.

For more information visit the DOE Data Helpdesk page.  http://www.maine.gov/doe/data/helpdesk.html

 

Reporting 2016-17 Student Information – Due Date: April 15, 2017

The Infinite Campus State Education system (ICSE), is online for school year 2016-17 updates.  The updated 2016-17 student information will be utilized to meet State and federal reporting requirements (ESSA, Graduates, Dropouts, AYP, etc.) as well as the calculation of State subsidy for 2017-18 for Maine’s public school administrative units.

All private schools with publicly funded students must report ALL “publicly funded students” in the Infinite Campus State Education System.   The private schools that receive publicly funded students must report these students in the Infinite Campus State Education system in order for the public school administrative units to receive a subsidy count for these students in their future State subsidy.  The State subsidy to a public school unit is often the source of funding that a school administrative unit uses to pay the tuition for these students to attend the private schools.

Student Enrollment Reporting – Due Date:  April 15, 2017:

April 1, 2017 Student Count – all publicly funded students should be enrolled in Infinite Campus State Edition (ICSE) before April 15, 2017 so that the resident public school administrative units may review the data and verify the April 1st student count which takes place between April 16, 2017 and April 30, 2017.

  • For private schools enrolling “ALL” students in the Infinite Campus State Education System, please fax (1-866-219-8344) or mail the completed Signature Page of the April 1st Enrollment Report (EF-M-14) indicating that all students have been enrolled in the Infinite Campus State Education system. There will be no need to complete the remainder of the EF-M-14.
  • For private schools enrolling only publicly funded students in the Infinite Campus State Education system, please complete the April 1st Enrollment Report (EF-M-14 – Sections 2 and 3 only) and email the Excel spreadsheet form to the Department at GPA.DOE@maine.gov. In addition, please fax the completed Signature Page to 1-866-219-8344.
  • For private schools that have no publicly funded students, please complete the April 1st Enrollment Report (EF-M-14 – Sections 2 and 3) for the non-publicly funded students and email the Excel spreadsheet form to the Department at GPA.DOE@maine.gov. In addition, please fax the completed Signature Page to 1-866-219-8344.

The EF-M-14 Form can be downloaded from the Department of Education’s website at:
http://www.maine.gov/education/forms/misteam/enrollment/april/aprilpriv.htm

60% Publicly Funded Private Schools

These 11 private schools must complete both the EF-M-14 and the EPS April Enrollment Certifications.

Private Schools Using the Infinite Campus State Education System:

For private schools that enter students into the Infinite Campus State Edition, please refer to the document titled “Data Standards Document” located at:

http://www.maine.gov/education/medms/standards/index.htm

If you have any questions regarding the Infinite Campus State Education (ICSE), please contact the MEDMS Help Desk, Tel. (207) 624-6896 or e-mail medms.helpdesk@maine.gov.

If you have any general student questions, please contact Travis Wood, Tel. (207) 624-6742 or e-mail travis.wood@maine.gov.

Statements of Assurance and MEFS (Maine Educational Financial System) Financial Reconciliations (formerly MEDMS) due Nov. 1

Statements of assurance and MEFS (Maine Educational Financial System) Financial reconciliations, as required by Title 20-A MRSA 6051 §4, are due by November 1, 2016. Any adjustments identified by these reconciliations should be submitted to MEDMS Financial by November 30, 2016.

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Notice regarding upcoming special education reports EF-S-05 Part I and II

EF-S-05 Part I, Special Education Child Count: School administrative units are advised to verify the “Special Education Students for Federal Count” report in Infinite Campus State Edition (ICSE) and ensure that all student records in ICSE are updated by October 15, 2016. The “Special Education Students for Federal Count” report will refresh automatically between Oct. 1 and the end of the business day on Oct. 15. If changes to any student enrollments are made after Oct. 15, a manual refresh of this report must be requested by calling the MEDMS Help Desk at 624-6896. The “Special Education Federal Count Certification” can be submitted to the Department from Oct. 16 through Oct. 31. Detailed instructions for completing the EF-S-05 Part I can be found here.

Continue reading “Notice regarding upcoming special education reports EF-S-05 Part I and II” →

Maine DOE ACCUPLACER® units discontinued

As of July, Maine DOE discontinued access to ACCUPLACER® for students as part of the State’s testing program. High schools who would like to continue to utilize the ACCUPLACER® as a diagnostic assessment and placement tool for college-bound students are encouraged to establish independent accounts and transfer units from the State account.

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Individual student economic status information required by October 1 count for subsidy calculation

The following Priority Notice was sent to superintendents on Monday, September 12.

School Administrative Units (SAUs) that do not collect school lunch information because they have chosen to implement the Community Eligibility Provision (CEP) for the federal school nutrition funds purposes, or for some other reason, are still required to report individual student information for the purpose of State funding (for Economically Disadvantaged students*) through the Essential Programs & Services Funding Act (EPS) and other federal and State individual student information requirements.

Continue reading “Individual student economic status information required by October 1 count for subsidy calculation” →

Transportation Safety and Training Annual Data Report (EFT-21) due date extension

The due date for the year-end Transportation Safety and Training Annual Data Report (EFT-21) has been extended to December 31, 2016.  The report is in the process of being transferred from the MEDMS data system to the NEO data system.

Continue reading “Transportation Safety and Training Annual Data Report (EFT-21) due date extension” →